43rd Annual International Conference & Exposition

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1 43rdAnnualInternational Conference&Exposition NATIONALORGANIZATIONOFMINORITYARCHITECTS EXHIBITORINFORMATION LegacyNOMA CommunityServiceDay Wednesday,October14,2015 InternationalConference Thursday,October15,2015 Saturday,October17,2015 Exposition Friday,October16, rdAnnualInternationalConference&Exposition EXHIBITORINFORMATION 1

2 EXHIBITOR & GRAD SCHOOL FAIR INFORMATION Exhibitor Key Dates Exhibitor and Grad School Fair early deadline.... Wednesday, June 17, 2015 Notification sent for confirmation Wednesday, July 15, 2015 Booth Numbers/floorplan released... Tuesday, August 1, 2015 Deadline to submit Exposition booth staff Tuesday, September 15, 2015 Exhibitor Registration Hours Wednesday, October 14, :00 am noon Thursday, October 15, :00 am 5:00 pm Setup Hours Thursday, October 15, :00 am 5:00 pm Friday, October 16, :00 am 8:30 am Exposition Hall Hours Friday, October 16, :00 am 5:00 pm Exposition Teardown Hours All booths must be completely cleared by: Friday, October 16, :00 pm Exhibit Hall Location Sheraton New Orleans 500 Canal Street New Orleans, Louisiana Exposition Hall Access Access to the Exposition Hall outside of posted hours is one (1) hour before opening and one (1) hour after closing. Security personnel will be verifying badges during setup hours. Should access be needed for a non exhibitor, please contact Shawne Savoie, at ( 504) or with the time needed, name, and reason for access. Display Areas Each Exhibit Hall display area is an 10 x10 booth, which includes a 6 draped table for table top displays, two chairs, a wastebasket, and an identification signage. These spaces can also be rented without a table for larger pop up displays. Booth Assignments Booth numbers will be assigned [date]. A small booth identification sign will be on the backdrop of your booth. Switching booth assignments is prohibited. Every effort will be made to make booth assignments as requested: booths will be assigned on a first come, first serve basis. EXHIBITOR INFORMATION 2

3 Registration For the Conference One complimentary full registration and badges will be provided for each booth rental. Housing For New Orleans You will receive a conference Preliminary Program after [date]. Please refer to the Hotel Information for further details on making your Hotel reservations. You may also access the form at this by using conference website: Exposition Only and Guest Badges Valid badges are required for admittance to the Exposition Hall areas. Badges are not transferable and must be worn by the person to whom it is issued. One (1) Conference Badge and four (4) Exposition Only Badges are included for the first 64 square feet of paid booth space. Additional Exposition Only Badges for Exhibitors and Guests Badges can be purchased for $20/each. Family members and guests who are not allied with NOMA and are not working in the booth may obtain guest badges. Guest badges do not allow admittance to Seminars. Guests are welcome to visit the Exposition. Documentation of company affiliation (business card, permanent name badge, etc.) must be provided for an on site purchase of Exposition Only badge. Detailed badge ordering instructions will be sent in August Parking Valet parking service is provided by PMS, LLC and is available for Sheraton New Orleans Hotel guests. on a first come, first served basis. Self parking is not available. Vehicles are secured in a covered garage adjacent to the hotel. Oversized vehicles cannot be accommodated. Overnight guest rate is approximately, $38 + tax. Exposition Service Contractor/Equipment Rental The exposition service contractor will assist you with freight, electrical requirements, audiovisual equipment needs, additional furnishing for your booth, and signs. Exhibitor service kits, distributors by the service contractor, will contain forms ordering these items. Shipping instructions will be included in the exhibitor service kit. Boxes shipped to the contractor will be delivered to the Exhibit hall at the Hyatt Regency Hotel prior to your October 3 set up time. Return shipping arrangements can also be made with the contractor. NOMA conference staff will not be responsible for materials shipped by exhibitors. Security Security service will be provided during closed hours only. Every reasonable precaution will be taken to protect property. All merchandise should be secured to the extent possible in the display booth. Small or easily portable objects of value should be properly secured or removed after exhibition hours and placed in safekeeping. This application is due according to the dates listed in Exhibitor & Grad School Fair section. 1. Each space will include one 6 draped table, two side chairs, one wastebasket and an identification sign. Additional furniture and signs may be ordered through the expositions service contractor. 2. The National Organization of Minority Architects (NOMA) cannot guarantee that organization exhibiting similar products or services or that an organization s competitor(s) will not be located nearby or in an adjoining booth. 3. NOMA reserves the right to prohibit any display deemed not suitable or not interest to conference attendees. EXHIBITOR INFORMATION 3

4 4. NOMA reserves the right to change the floor plan without notice on order to comply with fire and safety regulations, or to provide a more satisfactory, attractive, and successful show. 5. Exhibitors required arranging displays so as not to obstruct the general view of other displays, adjoining ones. Displays may NOT exceed the 4 high slide draping, or 8 high freestanding space displays. No part of the exhibitor equipment may exceed a height of 4 in the front half of the booth. All display must remain in the confines of their own display space. Partitions or booth dividers, other than those provided by NOMA, will not be permitted without specific prior approval from NOMA. 6. The aisles, passageways, and overhead spaces will remain strictly under control of NOMA. NOMA will permit no signs, decorations, banners, advertising matter, or special displays in those areas. 7. Retail sales by exhibitors are limited to five (5) items from their normal sales stock. Unlimited promotional materials, such as brochures and samples may are given away. NOMA publications may not be sold in other organizations booth. NOMA assumes no liability for cash or merchandise left on tables or in exhibit spaces. 8. Exhibit booths must remain open and cannot be dismantled until after the exhibit closes on Saturday. Exhibit hours are posted in marketing materials and in the conference final program. Conference attendees schedule their time according to posted event hours. Liability Neither NOMA, nor the Hyatt Regency Hotel will be responsible for the damage that may occur to the exhibitor, during, or after the period covered by the exhibitor contract. All personal property of the exhibitor shall remain the exhibitor s sole risk. The exhibitor, upon signing the Exhibitor Application and Contract, expressly releases NOMA and the Hyatt Regency Hotel from any claims for loss, damage or injury to any person or any property. The exhibitor will hold the NOMA and the Hyatt Regency Hotel harmless from any claims for loss, damage, or injury to any person and/or any property. Termination for Case In applying for exhibiting space, exhibitor agrees to comply with the terms of the Exhibit Hall Rules and Regulations. Failure to abide by the terms will constitute default by the exhibitor. NOMA may, through its authorized representative, terminate its agreement with any exhibitor found to be in default. In the case of such termination, exhibit fees will not be refunded to the exhibitor but will be retained by the NOMA to cover rental cost and other expenses attributable to the defaulted agreement. The NOMA will not be responsible for the incidental or consequential costs or expenses incurred by the exhibitor due to termination for a cause. Fire & Safety Codes The exhibitor is responsible for knowledge of any compliance with all fire and safety codes established by they exhibit facility. Booth decorations must be flame proofed and all hangings must clear the floor. Electrical wiring must conform with all federal, state, and municipal government requirements and to the National Electrical Code Safety Rules. If inspections indicate that an exhibitor s expense all or such part of the exhibit as may be not in compliance. Cancellations Cancellations must be in writing to the attention of NOMA Conference Representatives canceling spaces after August 1, 2015 are not relieved of the obligation of paying the full rental fee for the space. NOMA reserves the right to release such space. EXHIBITOR INFORMATION 4

5 Sponsorship Opportunities As a nonprofit organization the National Organization for Minority Architects (NOMA) relies on generous donations and contributions to help support its mission. The NOMA conference is one of the primary industry services that NOMA provides for its members. Although registration fees cover the general costs of the conference, NOMA looks to sponsors for assistance with costs such as special programming or refreshments breaks in the exhibit area. To learn more about convention sponsorship opportunities please call or contact EXHIBITOR INFORMATION 5

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